SOUTH SEATTLE TRAVEL TRAINING Travel Forms Wednesday March

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SOUTH SEATTLE TRAVEL TRAINING Travel Forms Wednesday, March 16 th, 2016

SOUTH SEATTLE TRAVEL TRAINING Travel Forms Wednesday, March 16 th, 2016

How to Create a Travel Expense Voucher (TEV)

How to Create a Travel Expense Voucher (TEV)

How to Create A Travel Document CHOOSE THE OPTION THAT APPLIES: Create Emp TAR:

How to Create A Travel Document CHOOSE THE OPTION THAT APPLIES: Create Emp TAR: Pre-Payment Pre-Approval Documentation of Work Related Travel Create NEW TEV: If you are ONLY claiming reimbursement for mileage, parking, tolls OR ferry tickets Create NEW TEV from TAR: Information from the TAR will automatically transfer into the TEV form.

Travel Expense Voucher (TAR) General Information *If creating a TEV from TAR, this information

Travel Expense Voucher (TAR) General Information *If creating a TEV from TAR, this information should automatically populate Traveler: Click on the field. A “search employee” list will pop up, type in the travelers last name and hit “Filter. ” Select the traveler (occasionally more than one selection will appear, make sure the SID # is correct) Department: Type in name of Dept. Travel Purpose: Briefly Describe the purpose of the travel. Hotel Name: If this does not apply, type “N/A” Maximum Lodging Exception/50 Mile Lodging Exception: Only need to select an exception if applicable.

Travel Expense Voucher (TEV) General Information Home Address: Traveler’s address will automatically load from

Travel Expense Voucher (TEV) General Information Home Address: Traveler’s address will automatically load from the employee record. If the address is correct, click “Save & Go Next. ” Registration: Select “Not Applicable, ” click “Save & Go Next. ” If you paid registration with your department credit card, note that in the comment section. *If creating a TEV from TAR, this information should automatically populate

Travel Expense Voucher (TEV) Itinerary details Enter in your DEPARTURE date/time and RETURN date/time.

Travel Expense Voucher (TEV) Itinerary details Enter in your DEPARTURE date/time and RETURN date/time. *If creating a TEV from TAR, this information should automatically populate. Travel Status begins from the time the traveler leaves their home or work place. And ends when they return to their home or work place. Air Travel- Allow ~2 hours travel time to/from airport. Allow ~ 3 hours for international travel Ex: If your flight leaves at 8 am, your departure time would be 6 am to allow time to get to the airport and check-in. Click on Add Travel Itinerary **Always make sure to add a return trip! Click on “Add Itinerary” to add another line.

Travel Expense Voucher (TEV) Itemized Expenses List Click “Add Expense” for each travel expense.

Travel Expense Voucher (TEV) Itemized Expenses List Click “Add Expense” for each travel expense. Creating a TEV from TAR - This information should automatically populate. Edit expenses if there has been any additional costs (i. e. lodging tax etc. ) Add/delete expenses – (i. e. taxi, baggage fee, meals etc. ) Any additional costs added or deleted on the TEV needs to be explained in the comment section.

Travel Expense Voucher (TEV) Itemized Expenses List Mileage (GC) Reimbursement only MUST enter whole

Travel Expense Voucher (TEV) Itemized Expenses List Mileage (GC) Reimbursement only MUST enter whole number in “unit” field (ex: 19. 8 miles = 20 miles). As of January 2016, POV Rate is $0. 54 per mile. The system will calculate the reimbursement amount automatically. Attach detailed mileage log to the hard copy of the TEV.

Travel Expense Voucher (TEV) Budget to be charged *If creating a TEV from TAR,

Travel Expense Voucher (TEV) Budget to be charged *If creating a TEV from TAR, this information should automatically populate. Click “Add Charge” A list will pop up with a Summary Amount for each Expense Type. Add a budget to charge for each Expense Type(i. e. EG, GA, GC) If you are using one budget number, you can charge the total Summary Amount for the Expense Type. If you are using multiple budget numbers, you can split up the Expense Type charge as long as they equal the Summary Amount.

Travel Expense Voucher (TEV) Budget to be Charged Itemized expense total must equal the

Travel Expense Voucher (TEV) Budget to be Charged Itemized expense total must equal the total charge. It will not let you move on until all expenses are accounted for. Example: Top: The Total Charge is $1024. 00 and the Total Expense is $246. 20. Since the two charge don’t match it won’t let you move on. Bottom: The Total Charge is $1024. 00 and the Total Expense is $1024. 00. They both match and you are good to move on ! TIP: If you add many new charges, or change the prices of items drastically, the system might have you re-add all the Itemized Expenses on this page.

Travel Expense Voucher (TEV) Comments COMMENTS/NOTES/SPECIAL INSTRUCTIONS: Please use this space to note extra

Travel Expense Voucher (TEV) Comments COMMENTS/NOTES/SPECIAL INSTRUCTIONS: Please use this space to note extra information as needed. Examples: Traveler is carpooling so not claiming mileage. Traveler is taking personal time during their trip (list the dates of the personal time). Registration fee was paid with Dept. Pro. Card.

Travel Expense Voucher (TEV) Select “Save & Review For Submission. ” Once you have

Travel Expense Voucher (TEV) Select “Save & Review For Submission. ” Once you have checked to make sure the form is filled out correctly, select the check box and hit “submit”. If you need to make a correction after the form has been submitted electronically, email your Travel Coordinator to reject it (reference the TEV number). Need to make a correction: Select cancel and it will save all the information you have inputted up to that point. To edit the form, go to your “Active TEV Reports” and hit the EDIT icon for the TEV.

Travel Expense Voucher (TEV) Signatures Obtain the appropriate signatures on the hard copy before

Travel Expense Voucher (TEV) Signatures Obtain the appropriate signatures on the hard copy before turning the TEV into your Travel Coordinator: Requester’s Signature Supervisor/Budget Campus President must sign the TEV for the following reason: In-state overnight stay for more than 3 nights Any Out-of-State travel Any international Travel Attach all ORIGINAL receipts to your hard copy!

Travel Expense Voucher (TEV) Print Instructions Once you have submitted your form electronically, print

Travel Expense Voucher (TEV) Print Instructions Once you have submitted your form electronically, print a hard copy. **Sometimes you need to right click on the form to find the print option. Attach to hard copy (if applicable): All original receipts Hotel Taxi Baggage Etc. Mileage maps

Travel Expense Voucher (TEV) Questions? ? ?

Travel Expense Voucher (TEV) Questions? ? ?